Janitorial Services Needed for the Mio Ranger District, Huron-Manistee National Forest

Questions & Answers / Clarifications

This document provides responses to vendor questions and clarifications regarding Solicitation 12444526Q0032.

• Incumbent Contractor: This is a recurring requirement. The incumbent is Always Busy Cleaning Wiltses, Contract Number 12444521P0049. The total obligated amount as of May 7, 2026, is approximately $169,308.00.
• Office Population: The building has approximately 50 employees.
• Trash & Recycling Containers: Containers are provided on-site by the government.
• Space for Staff: A walk-in closet with a deep sink is available for equipment and supplies, but no dedicated office space is provided for the contractor or staff.
• Job-Specific Safety Plan Due Date: Due within ten days from the date of award, but can be included with the proposal.
• QCP Inclusion: The Quality Control Plan (QCP) can be included as an addendum to the Technical Proposal.
• Submissions: Separate attachments are preferred over a single PDF. Specific naming conventions are not required, but content is prioritized.
• Site Visits: Site visits are not mandatory but can be scheduled by contacting Marci Bauman at marci.bauman@usda.gov.

This Q&A document clarifies details about the existing contract, building facilities, and submission requirements. It notes that the QCP can be an addendum and that separate attachments are preferred. Site visits are optional. The due date for the Safety Plan can be flexible.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation (RFQ) for Janitorial Services for the Mio Ranger District of the Huron-Manistee National Forest. The acquisition is a Total Small Business Set-Aside.

• Provision of all labor, necessary equipment, and supplies for janitorial services.

• Services required for a two-level office building (approx. 10,000 sq ft per level) and a one-level warehouse/barn (approx. 5000 sq ft).

• Cleaning tasks include daily, weekly, semiannual, and annual services as outlined in the Statement of Work (SOW).

• Specific cleaning frequencies: Office building - three times per week; West Barn - once weekly.

• Use of biobased products is required, with specific compliance to USDA's Bio Preferred program.

• Contractor must develop and maintain a low impact environmental cleaning fluid and housekeeping policy.

• Contract Type: Firm-fixed-price requirements contract.

• Period of Performance: One (1) one-year base period and four (4) one-year option periods, not to exceed five (5) years and six (6) months.

• Base Year: September 1, 2026 - August 31, 2027

• Option Years 1-4: September 1, 2027 - August 31, 2031

• Estimated Value: Not explicitly stated, but pricing is required for all years.

• Quotations are due no later than 05/20/2026 at 10:00 A.M. EST.

• Submission Method: Via email to Michael.Wheelock@usda.gov.

• Required Documents: Completed "Schedule of Items" (Price Schedule), Experience Questionnaire, and a brief statement/plan confirming the use of USDA-designated biobased products.

• Pricing must be firm for 60 calendar days from the quote due date.

• Award Method: Lowest Price, Technically Acceptable.

• Evaluation Factors:

  1. Technical Approach (Pass/Fail)
  2. Past Performance (Acceptable/Neutral/Unacceptable)
  3. Biobased Products (Pass/Fail)
  4. Price

• Set-aside for small business concerns.

• Applicable NAICS Code: 561720.

• Small Business Size Standard: $22.0 million.

• The solicitation incorporates numerous FAR and AGAR clauses by reference.

• Questions due by May 6, 2025, at 10:00 AM EST, submitted via email to Michael.Wheelock@usda.gov.

• Invoices processed through the Invoice Processing Platform (IPP) system.

Form / Attachment / Pricing Sheet

This document is a Wage Determination issued by the U.S. Department of Labor, Employment Standards Administration, Wage and Hour Division, under the Service Contract Act. It establishes the minimum wage rates and fringe benefits required for various occupations in specific geographic areas.

• Area: Michigan Counties of Alcona, Alpena, Cheboygan, Crawford, Iosco, Montmorency, Ogemaw, Oscoda, Otsego, Presque Isle, Roscommon.
• Occupational Listing: Provides a comprehensive list of job titles, corresponding occupation codes, and their minimum hourly wage rates.
• Fringe Benefits: Indicates that fringe benefits are required and follow the occupational listing. Specific benefits like Health & Welfare are detailed at the end of the document.
• Executive Orders: Notes the applicability of Executive Order (EO) 13706 (Paid Sick Leave) and EO 13658 (Minimum Wage) for federal contractors, outlining requirements and minimum rates for 2025.
• Vacation and Holidays: Details paid vacation accrual based on years of service and lists twelve paid holidays.
• Footnotes: References specific footnotes for certain occupations, including Computer Employees and Air Traffic Controllers/Weather Observers, which may have special conditions or exclusions.
• Conformance Process: Outlines the procedure for requesting additional classifications and wage rates if an occupation is not listed.

This document is crucial for bidders responding to solicitations that fall under the Service Contract Act within the specified Michigan counties. It dictates the minimum wage and benefit rates that must be paid to employees performing contract work, directly impacting labor costs and proposal pricing. Bidders must ensure their proposed wages and benefits meet or exceed these requirements.

Statement of Work (SOW) / Performance Work Statement (PWS)

To provide janitorial services for the USDA Forest Service Mio Ranger District Office and an adjacent West Barn, ensuring a clean and sanitary environment.

• Office Building Services: Janitorial services required three times per week (Monday, Wednesday, Friday) after 4:30 PM for a two-level, 20,000 sq. ft. building containing offices, restrooms, conference rooms, and breakrooms. Services include daily, weekly, semi-annual, and annual tasks.

• West Barn Services: Janitorial services required once weekly for a 5,000 sq. ft. warehouse building containing a gym, restrooms with showers, and a lab.

• Tasks: Include restroom cleaning and supply replenishment, sweeping/mopping, vacuuming, lunchroom cleaning, dusting (low and high), waste container emptying, walk-off mat cleaning, lobby window cleaning, exterior window cleaning, floor stripping/rewaxing, and carpet shampooing.

• Quality standards are detailed for each task, focusing on cleanliness, odor removal, and proper supply replenishment.

• Acceptable Quality Levels (AQLs) are defined, with a general threshold of no more than 2-5% missed items or 12+ missed occurrences for certain tasks indicating unsatisfactory performance.

• Performance will be monitored through random monthly inspections by the Contracting Officer’s Representative (COR) and validated customer complaints.

• Incentives may be offered for performance within 98% of contract time with no defects, potentially leading to option period eligibility and "Exceptional" ratings for future work.

• Work requiring re-performance will be at no additional cost to the Government.

• Period of Performance: Starts September 1, 2026.

• Place of Performance: Mio Ranger District Office, 107 McKinley Road, Mio, MI 48647, and one additional building (West Barn) near this property.

• Contractor Responsibilities: Develop and submit a Custodial Work Schedule Plan within 15 days of award, implement an effective Quality Control Plan (QCP), and appoint an empowered Project Leader/Manager.

• Security: Contractor employees require identity verification and background checks (NACI or equivalent). Strict key control procedures must be implemented.

• Supplies & Equipment: Contractor must furnish all necessary cleaning supplies (meeting specific recycled content requirements) and equipment (including HEPA filter vacuums). Biobased products are required where practicable.

• Environmental Compliance: Adherence to biobased product procurement and environmental regulations is mandatory. MSDS for all products must be submitted for approval.

• Safety: Contractor must provide a job-specific Safety Plan and maintain a safe working environment, including providing appropriate PPE and first-aid supplies.

• Personnel: Access to facilities is limited to authorized contractor employees. Employees must adhere to strict standards of conduct and may be removed if deemed a security risk or for misconduct.

• Reporting: Report schedule changes, hazardous conditions, lost items, and any issues with prohibited waste in receptacles to the COR.

Form / Attachment / Pricing Sheet

This document is an Experience Questionnaire required for potential bidders responding to a solicitation. It is designed to gather information about a contractor's past performance, experience, and capabilities to assess their suitability for a contract.

• Contractor Information: Name, address, telephone number, UEI, and email.
• Business Type: Classification as Company, Corporation, Co-partnership, Individual, or Non-profit Organization.
• Experience: Years of experience in the line of work and years of contracting experience (prime and sub-contractor).
• Past Projects: Details of projects completed within the last three years, including contract amount, description, completion date, and contact information.
• Current Commitments: List of concurrent contractual commitments.
• Past Performance: Information on any failed or performance-bonded work.
• Organization and Workforce: Details on available workforce, employee regularity, and progress rates.
• Principal Individuals: Experience of key personnel, including their position, years of experience, and type of work.
• Equipment: List of equipment planned for use, including maintenance plans.
• Plans: Contractor's Inspection/Quality Control, Safety Plan, and Proposed Schedule, including self-inspection procedures, use of bio-based products, and safety plan details.

Bidders must complete this questionnaire accurately and thoroughly. The information provided will be used by the government to evaluate the bidder's experience and capability to perform the work described in the solicitation. Failure to provide complete and satisfactory information may result in a determination of non-responsibility.

Form / Attachment / Pricing Sheet

This document is a Schedule of Items for janitorial services at the Huron-Manistee National Forests - Mio Ranger District Office. It outlines the pricing structure for the contract, which includes a base year and four option years.

• Contract Title: Janitorial Services Contract
• Location: Huron-Manistee National Forests - Mio Ranger District Office
• Contract Structure: Firm-fixed price contract with a base year and four option years.
• Period of Performance (POP):
  • Base Year: September 1, 2026 - August 31, 2027
  • Option Year 1: September 1, 2027 - August 31, 2028
  • Option Year 2: September 1, 2028 - August 31, 2029
  • Option Year 3: September 1, 2029 - August 31, 2030
  • Option Year 4: September 1, 2030 - August 31, 2031
• Pricing: Bidders must provide a fixed price for each contract year, inclusive of all supplies and services as outlined in the statement of work. Fields for Offeror Name, UEI Number, Email Address, and Point of Contact are included.

This schedule is critical for bidders to understand the contract duration and to prepare their pricing proposals. Bidders must fill in the unit price and total annual price for each year of the contract. Inspection of the building prior to bidding is recommended. Contact Marci Bauman at (989)826-3252 ext. 3312 or Marci.Bauman@usda.gov for more information, technical questions, and to schedule a pre-bid visit.